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Planview Customer Success Center

Manage Account Settings

There are a number of settings you should review before you start to create workspaces in your new Projectplace account. These settings are normally defined once.

Define Account Administrators

Account administrators setup and manage the Projectplace account.

It is recommended to assign at least two account administrators as backup account administrators when the initial or primary account administrator is unavailable.  Suitable account administrators may come from management, IT, project management, Human Resources, or the project office.

You cannot add or change account administrators yourself. The existing corporate account administrator must write a request with the names of members to be added or deleted as account administrators and the request should be sent to the designated Projectplace contact found from the overview in Account administration.

Define Who Should Be Allowed to Start New Workspaces

By default, all members in the account can start new workspaces. This allows each member to set up and organize their workspaces in a simple process without restrictions helping each user get the most out of using Projectplace. However, you can define who has the capability to start new workspaces.

If you wish to change the default setting, an account administrator must write a request and send the request to the Projectplace contact listed in the overview in Account administration.

Define Information for Members Not Allowed to Start New Workspaces

You can define the type of information displayed when a member tries to create a new workspace, but doesn't have the ability to create the new workspace. State who to contact within the organization, and what process to follow to create a new workspace. Be specific with your message and instructions to prevent frustration and help improve the process.

By default, the message you create refers users to Projectplace support, so it is important to provide a personalized and detailed message so members in the account get the appropriate information.

To add information to users not allowed to start workspaces:

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.

    1 Not Allowed to start workspaces .png

  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png in the top, right corner of the window.

    New Settings Image.png

  3. In the New workspaces tab, change the information displayed for the users in the Start-up information section.

    3 Not allowed to start workspaces.png

  4. Click Save.

Define If New Workspaces Should Be Automatically Published to the Directory

When workspaces are automatically published to the Directory, anyone in the account can find basic information about those workspaces. Also, assignments in those workspaces can be accessed by members of a team to get better understanding of what each member of the team is working on. That transparency creates great synergies. If there is a similar workspace like the one you want to start, you can exchange information with the person responsible for that workspace. By default, workspaces are not automatically published to the Directory.

To change the default setting for publishing workspaces to the Directory

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png in the top left corner of the window.
  3. In the New workspaces tab, choose if new workspaces should be published to the directory or not in the Directory section.

    4 Not allowed to start workspaces.png

  4. Click Save.

Regardless of the default setting, administrators for a specific workspace can choose if that workspace should be displayed in the Directory or not.

Define If New Workspaces Must Be Based on a Template

Using the same template for new, similar workspaces helps members navigate through the new workspace. Members are familiar with the format of the new workspace when the workspace is based on a template that matches other workspaces they currently use. This is especially useful if the workspace an organization works from follows the same methodology or structure for every workspace within the organization.

If the requirements of each workspace differs, the workspace creator should decide if the new workspace should be based on a template or not. Otherwise, a great deal of time and effort will go into changing/removing the predefined content for each workspace that has different requirements/uses.

To define if new workspaces must be based on a template:

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png on the top, right corner of the window..
  3. In the New workspaces tab, choose if new workspaces must be based on a template, and which template if that is the case, in the Templates section. Note: If you do not see a list of templates in Available templates, it may indicate that you have not yet published any templates.

    6 Using Templates Image.png

  4. Click Save.

Define If New Workspaces Should Be Published in a Default Portfolio

Collecting new workspaces in a portfolio makes it easier for account administrators to keep track of new workspaces being created in the account. The portfolio, and the workspaces within the portfolio, will only be visible for account administrators if no other portfolio owner or stakeholders are added.

To define a default portfolio for new workspaces: 

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png on the top, right corner of the window..
  3. In the New workspaces tab, choose if new workspaces should be published to a portfolio, in the Portfolio section. Select the name of the portfolio you want to move and click the Add > or < Remove  buttons to perform the desired action.

    7 Portfolios Image.png

  4. Click Save.

Regardless of the default setting, administrators for a specific workspace can choose if that workspace should be displayed in the portfolio or not.

Define Automated Actions for Workspace Archiving

There are two automated actions available to archive workspaces. The actions take place once each day. 

  1. You can send an email to the head administrator of a workspace, and optionally to an account administrator, when all work in the workspace is done. The email will prompt the administrator to either add more work to the plan, or archive the workspace. 
  2. You can automatically archive workspaces six months after all work in the plan is done. All work in the plan is considered done when the last date in the plan has passed.

See About planning in Projectplace for more information on working with the Plan tool.

To define archive workspaces:

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png on the top, right corner of the window..
  3. In the Workspace Archiving section of the New workspaces tab, choose an option for automated archiving and complete the details necessary to carry out the archiving action (if applicable).

    8 Archiving Workspace Image.png

  4. Click Save.

Define Password Requirements

Minimum password requirements can be set for the account that all account members would be required to meet. You can also set a time interval before the password expires requiring the password to be updated. The password requirements apply to all members in the account, including external workspace members.

Try to keep the requirements as simple as possible, and as complex as necessary!

To define password requirements for the account:

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png on the top, right corner of the window.
  3. Click the Password & Security tab.

    9 Password Settings Image.png

  4. In the Password Settings section, select the desired password requirements and any desired time intervals for password expiration.  The list below includes password variables you may include in the password requirements you set.
    • Minimum number of characters the password must contain.
    • If the password must contain both upper and lower case letters.
    • If the password must contain a number.
    • If members must use two-step verification to access Projectplace. If this option is turned on, all concerned users must choose a two-step verification approach, either using SMS, an One-Time Password (OTP) authentication app or Yubikey to provide a security code in addition to their email and password when logging in. Two-step verification can be applied to account members only, or account members and external users. External users that are part of another company account that has applied SSO as part of their login procedure will not be required to use two-step verification as part of the login procedure.
    • How often the users need to update their passwords. A change of this parameter becomes valid the next time the user logs in. 
  5. Click Save.

Password and two-step verification requirements can also be set on the workspace level. The strictest requirements will prevail when a user logs in to Projectplace.

Example:

Steve is a member of three workspaces in an account, with the following password requirements:

  • Account level - password must contain at least 6 characters.
  • Workspace 1 - password must contain at least 8 characters AND contain lower and upper case characters.
  • Workspace 2 - password must contain at least 8 characters, contain lower and upper case characters AND numbers.
  • Workspace 3 - password must contain at least 8 characters, contain lower and upper case characters, numbers AND expire every month.


So, for Steve to be able to access all workspaces of which he is a member, his password needs to be a minimum of 8 characters, contain lower and upper case characters, include numbers, and expire every month. Steve will need to change his password at least once a month.

Define Third Party Software Settings

Third party application developers and Projectplace customers can use Projectplace Application Programming Interfaces (APIs) to create applications that access information in Projectplace workspaces and present it in new ways.

Applications that use the Projectplace APIs, fully respect the security and authorization mechanisms you are already familiar with in Projectplace. For example, a workspace member using a third party application will never have access to more information than what is already available to the member.

It is, however, possible to prevent third party software from accessing data in your Projectplace account.

To define third party software settings:

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png on the top, right corner of the window..
  3. Click the Password & Security tab.

    10 Third Party Image.png

  4. In the Third Party Software section, choose between:
    • on - Third party software can access information in account workspaces. 
    • off - Third party software can not read or change information in account workspaces.

Define Departments and If Users Should Set Department Themselves

If all users are connected to a department, you can get an overview to divide the cost of Projectplace between departments. Account administrators can always change the department for a user.

To set a department for users: 

  1. Click the tool selector Tool selector.png in the top navigation bar, and select Account Administration.
  2. Once the new Account Administration window appears, select the Overview tab, then click the Settings icon Settings Icon.png on the top, right corner of the window..
  3. Click the Departments tab.

    11 Department Image.png

  4. To add more departments, click New Department in the toolbar and type the new department in the empty department field.
  5. If you want users to assign themselves to a department, click the checkbox Ask users that have not set department to do so when logging in.
  6. Click Save.

Add a department called Others for account members that do not know their department or do not find a matching department. It is then easy for the account administrators to find those users and assign them to the correct department.

 

 

 

 

 


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